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Must know
  • The coverage-gap email to guardians only goes out if your club switches on the Membership Coverage Gap rule in Settings > Communication > Notifications; it is off by default.
  • The gap check looks at memberships that ended, lapsed, or completed, not ones someone cancelled. When staff cancel or remove a member, the gap is flagged up front as a warning instead.
  • Athletes are never removed from a program automatically. Staff see the state as an Eligibility label on the member list, the member panel, and coach rosters.
  • Families can’t cancel a required membership online if it would leave a program uncovered; they’re told to contact the club.
What it is. Some programs require a membership. A coverage gap is when the athlete is still committed to such a program, but the membership that qualified them has ended and no other accepted membership covers them. A membership set to cancel at period end still counts as covered until its end date. Where you see it. A gap reads Not eligible on the Eligibility label, on the member list and member panel under Athletes > Memberships (needs View Training), and on a coach’s attendance roster for a gated class (the roster shows the label only when an athlete isn’t eligible). Retrying or Past grace on the label is billing, not coverage. Warnings before it happens. These admin actions warn you up front but never block you. Cancelling or removing a member shows “Coverage gap after [date]” and the affected programs (the refund step needs Edit Financials). The same appears when you cancel a recurring charge from Financials > Recurring Billing, and when you refund or cancel an invoice line granting required access, under Programs that need this access: “[membership] is required for [program] ([athlete]). Nothing else they hold covers it. Enrollments are not changed - you can still continue.” Families can’t cancel around it. If cancelling would leave an athlete uncovered for a required program, the family portal blocks it: “Can’t cancel this membership”, the affected programs, and “Please contact the gym to make changes.” This doesn’t apply to a membership that came through a family membership. A family cancelling one of those gets no warning and the gap check skips it, so watch the Eligibility label. The gap check. Uplifter checks active, gated programs (not ones already past their end date).
  • Who is flagged. Athletes still committed to the program (an active enrollment or a registered upcoming session) whose required membership has ended: Lapsed, Completed, or Active with its paid period run out. Not while a renewal payment is still being retried.
  • Who isn’t. An athlete who never held an accepted membership (the program’s enrollment requirement handles that), and a membership someone cancelled, which ends as Cancelled.
  • Which day counts. Coverage is judged on your club’s calendar day, so a membership ending today still covers today. A program requiring one billing cycle is only covered by that cycle.
  • How often. Each membership, coverage end date and program is flagged once: an ongoing gap isn’t repeated, but a fresh lapse after renewal sends again.
Turning on the email. It is off by default. Go to Settings > Communication > Notifications, open the System Rules tab, and choose Enable from the actions menu on Membership Coverage Gap. Guardians then get one email per gap, per program: subject “Action needed: [athlete]‘s membership no longer covers [program]”, naming the membership and the date coverage ended. Related: What are notification rules and reminders? · How do I cancel or remove a member’s membership? · What do a member’s Status, Eligibility and Payment badges mean? · How do I restrict a program by level, gender, membership, or achievement?